Inventory Transaction Documents 

General Information

In most of the Central and Eastern European countries, it is required by accounting law to generate a paper document/report for several inventory transactions that affect quantity and/or value. In accordance with this law, all the reports are printed in black and white and approved by signing, since generating a document alone and storing it in the system is not adequate. After the document is authorized by signing, it is stored in the printed form for about a year and electronically for about five years.

Purpose and Area of Use

The paper documents are seen as the originator of the inventory transaction and in many cases they are used as a complement to a voucher and these documents reflect the work done.

Inventory transaction documents are mostly used internally and rarely sent outside the company. Both internal and external documents have more or less the same information except that in external documents the cost transactions are not printed.  

Several different documents exist, each grouping inventory transactions. For example: External Receipt, External Issue, Movement receipt etc.

In order to handle several report types in the same job, Inventory Transaction Report Groups are used. The same report type can be included in several report groups, provided that they are of the same direction.

Example:

Note: The direction(+,-, or 0) will control the transactions the report type can be connected to. The report type can only be connected to inventory transactions with the same direction. It is not possible to change the direction for a particular type once the record is saved. When connecting a inventory transaction report type to a inventory transaction report group, it is possible, only to connect types corresponding to the defined direction of the report group.

(Direction of Inventory Transaction = Direction of Report Type = Direction of Report Group)

As the inventory transaction reports are generated according to a defined numbering series you can keep a track on all the generated documents. The generated Inventory Transaction Reports will be numbered according to the way you have entered the basic data. For example if the reports are to be created per site, the numbering series should only be defined per site and if the reports are to be generated per site and warehouse, it is a must to define the numbering series for both the site and the warehouse.

Key functions

Given below are the five main functions that are involved in generating/printing an inventory transaction report:

• Creating inventory transaction report types - This function predefines report types for an inventory transaction.   
• Creating inventory transaction report groups -  Predefined inventory transaction report types are  grouped using this function. A report type can be included in an existing report group or a newly created one. Creating and using report groups are optional.        
• Connecting report types for inventory transactions - Use this function when specifying a default report type for a transaction code per company. Each transaction code can have only one report type.  
• Creating a numbering series for inventory transaction report types - This is a compulsory function that needs to be done before generating an inventory transaction report. You can either specify a numbering series per site or per site and warehouse depending on the way the report will be generated.   
• Creating inventory transaction reports - Using this function you can create inventory transaction reports either manually or automatically and print the generated reports.